Web-Based Library Services in Academic Perspective: Knowledge Management with Special Reference to Institutional Repositories

UGC Sponsored National Seminar on “Towards Knowledge Society and the Role of Academic Libraries: Problems and
Prospects” organised by the Dept. of Lib. & Inf. Sc., Rabindra Bharati University, on 18th
March 2017
Web-Based Library Services in Academic Perspective: Knowledge
Management with Special Reference to Institutional Repositories
Wasim Rahaman Sanjoy Jana Sudip Roy
B. P. Central Library Central Library Science Campus Library
National Institute of RCC Institute of Information Presidency University
Technology, Rourkela Technology, Kolkata Kolkata
E-mail: 2wasimr@gmail.com E-mail: sanjoyjana35@gmail.com E-mail:sudiproy9019
@gmail.com
Abstract
Nowadays the information is being used as leading phase for development. Information is
generating from almost every sector of our society but, every society are not that much of
developed. Some societies are very well developed, some developing and some are
lagging in comparison to others. The secret behind the well-developed societies is
information. They are the much producers, seekers, managers and users of information.
This journey started from the very beginning concept data. After processing the data it
became information. Now we are in the age of knowledge. The societal development is
also changing from agrarian to information society and now knowledge society. In the
role of the development of any society, library performs the pro-vital role. Various types
of libraries are serving various types of users. The 21st
-century technologies proceed
libraries to the sky level of providing tremendous services to the end users.
This paper deals with the modern technologies used for proving services to the modern
users. Modern users very need bases. They want much-pinpointed resources rather than a
full document. So libraries are also becoming modern information centres. The internet
made this job very easy for the professionals for providing the on campus as well as from
outside for accessing the resources. Various tools are using for these purposes. DSpace is
considered one of the KM tools.
Keywords-Web-Based Services, Academic Library Services, Knowledge Management
Tools, Institutional Repositories, DSpace.
1. Introduction
The developments of Data-Information-Knowledge-Wisdom bring humans to the endless
process. Human society also changes to the knowledge society from agrarian society.
These see changes affected on the whole humankind. The present society deals with the
knowledge by a locus in the knowledge society. The term knowledge stands for knowing
something or aware about some concept, and management stands for managing
something. So, Knowledge Management (KM) is a skill to manage whatever one has.
This may be theoretical or practical. This may be fact, lesson, instruction, message, news,
materials or any other thing from where one can gain or learn something. The term first
coined by Nicholas N. Henry in 1974[1]
. Now KM has spread vastly and both the types of
knowledge i.e. tacit and explicit stands with own importance. Resources have also
changed to electronic forms in various formats.
To face these problems library professionals also acquiring various way-outs to serve the
society better. Many tools are developing for managing these huge amounts of
information producing every day. These e-resources or digital resources are taking place
of the traditional resources. So libraries are also hiring digital mechanism for managing
digital resources. Separate libraries are forming for these types of materials. In academic
libraries, separate sections are creating to handle these. To manage these types of
resources, digital library software are using. Through the help of these tools, acquiring,

Rabindra Bharati University
managing and disseminating of information becoming very easy and first job for the
professionals.
Figure 1: Knowledge Management Cognitive Pyramid
The knowledge society generally means a society where people are able to use the
available knowledge for the development of them as well as for the society and transform
to reuse of it for future. The academic area is the only place where both types of
knowledge are found. Explicit knowledge as in the form of tangible objects and archived
in repositories and tacit knowledge in as faculty, scholar, administrators etc.[2]
DSpace is
performing one of the popular tools for archive/ repository.
1.1 Objective of the Study
The followings are the main objectives of this study to aware of
 Aware of data, information, knowledge.
 To know the various kinds of the library.
 Aware of modern library management tools.
 To know the various web-based services in academic libraries.
 Aware of institutional repositories and its various issues.
 Being known overall about DSpace.
1.2 Coverage of the Study
Due to the shortage of time and maintain the lengthiness, the present study deals with the
various web-based library services provided to its users. This study also deals with
various knowledge management tools for managing library resources. Lastly, it shows an
overview on institutional repositories and DSpace, performing as one of the important
resource managing tools.
2. Literature Review
Lots of studies are done on web-based library services in academics, institutional
repositories in academic libraries and DSpace. Some of them are- Mole and others
elaborated the development of a web-based Information Literacy service, at the Library of
the Alexander Technological Educational Institute of Thessaloniki[3]
. Gbaje and Kotso
describe to assess the content of academic library websites in Nigeria with a view to

Trends in LIS Education, Research and Practice ||
identifying the extent to which they effectively facilitate access to electronic resources[4]
.
Siddike, Munshi and Mahamud explain the current status of public and private academic
library websites in Bangladesh[5]
. Kaur and Singh state to explore the nature of customer
service in the academic library setting in the electronic environment[6]
. Singh focuses on
the impact of the internet on various library processes, services and products[7]
. Gerolimos
states to document the integration of Web 2.0 services into the working framework of
some of the most advanced academic libraries in the world[8]
. Klimczyk and Probst
incorporate several methodologies to assess outcomes, user satisfaction, and performance
to identify an unmet need for Web-based services[9]
. Kiran and Diljit state the key
determinants of Web-based library service quality, with an emphasis on how library
customers perceive service quality, has much to offer[10]
.
Sinha discusses Knowledge Management theory and its application for library
management[11]
. Maponya states the way to provide value added services by engaging
with knowledge management in the academic librarians of the University of Natal,
Pietermaritzburg Libraries[12]
. Raja, Ahmad and Sinha explores how information
technology and related automated systems can support librarians’ endeavour towards
better implementation of knowledge management[13]
. Asogwa examines the contributions
of librarians in knowledge management and the implications for academic librarians[14]
.
Vishala and Bhandi provide an overview of Institutional repositories its benefits to the
institutions and also describes the role of the library in building an Institutional
repository[15]
. Cullen and Chawner explore the development of institutional repositories as
a global phenomenon, comparing their objectives with the core principles of scholarly
communication[16]
. Jantz and Wilson identify the diverse navigational paths to IR sites
from library Web site homepages[17]
. Yakel states the part of a larger research project
Making Institutional Repositories a Collaborative Learning Environment[18]
. Kamila
explains the concept of Institutional Repository, its relevance, merits, and software
requirements[19]
. Pathak discussed library community to be actively involved, perpetrate
orientation programmes to users and prevent the loss of proprietary web services by
supporting the development and use of standard web services[20]
. Bhardwaj thinking web-
based environment, the role of library and information professionals to teach the students
how to use the existing resources, frequently organising workshops, book talks, debates,
develop web based contents and provide web-based service to its client[21]
.
3. Methodology
As the present study deals with the conceptual matters of library services, knowledge
management, tools for managing knowledge, institutional repositories and DSpace;
descriptive methods of research is followed here. Starting with the concept of data,
information, knowledge it described various types of libraries. Then it shows various
types of modern services both on campus and off campus. Then it describes the
importance of institutional repositories in this technological era and its various aspects.
Finally, it shows an overview of DSpace and its issues.
4. Different Types of Libraries
Library basically means a place where, various kinds of materials are collected, stored,
maintained and distributed to the needy users and from where users can gain some
concept/ information/ knowledge about anything. A library may run by various
organisations. It may be formal educational sectors, may govt. or private sectors, an
association or NGOs or as an individual public sector. Whatever the type is, the main
purpose of the library is to serve the people relating or associated to the organisation. In
early life, people stored and used knowledge in clay tablets and palm leaves[22]
. In
keeping with the times, library resources are changed from print to electronic. The library
has also changed from storehouse to information centre. Now every sector of the society
maintains their own library for their needs. So, it is very difficult to define the types of the
library[23]
.

American Library Association (ALA) has categorised library into four types[24]
i.e. Public,
Academic, School and Special library. While school is a part of an academic sector, it is
assumed that the rest three are the main category of libraries. Below a small description is
given for each library.
Libraries Types Public Academic Special
Description Library for the
public, by the
public, of the public.
Library
associated with
an institution.
Library associated and
build with special
objectives and people.
Objectives To serve the public
irrespective of race,
religion and caste.
Serves mainly to
people associated
with the
particular
institution.
Serves mainly to a
specific group of
people or people
related to a special
object or subject.
Example National library,
state central library,
district library, town
library, rural library
etc.
Libraries of
school/ college/
university/
institute etc.
Space library, physics
library, association
library, parliament
library, museum
library etc.
Table 1: Types of Library
5. Modern Services in Academic Libraries
This study is associated with Academic Libraries only. Again, the expansion of academic
libraries is also spared. So as it is said in the objectives of this paper, library services are a
main dealing part here especially computer-based services. Modern library services are
very different as a comparison to early days. Modern users are also very very specific.
After visiting some well-developed library sites it is shown that today's library services
are divided into two methods i.e. traditional services and modern technology based
services. Academic libraries are providing the so-called traditional services i.e. catalogue,
journal, cassette, floppies, borrowing, CAS, SDI, reference, reprography, newspaper
clipping, reading room, request a purchase etc. Side by side now technology and internet
deliver various types of web based services by which library services reached a high-level
satisfaction to the users.
5.1 Web-Based Library Services
As it is said above about various types of modern services, it is neither possible nor
required to provide all the services mentioned theirs. Different libraries acquired different
services. Sometimes it is one of the above, sometimes they implement a new and different
service particularly implemented for that library or user category.
Web-based library services are the service where interaction between users and library
professionals were made through electronic means. It can be categorised into two part,
one is browser based and another one is application based. Some services can provide
both through browser and application. Again these can be delivered in two ways, one is
on campus i.e. information can accessed from inside the campus only and the other one is
off campus i.e. information is accessible from anywhere. Some web based modern service
examples are given below[25][26][27][4][8][20][28][21]
-
Ty
pe
Services Descriptions
B
R
O
W
Information KIOSK It is an automated search service, ex- OPAC.
Discovery Services Various software is using for easy retrieval of materials
from the internal or external database.
Reserve The user can hold any material if it is unavailable or very

S
E
R
B
A
S
E
D
demanded.
How to Service Library provided this services to guide how to use library
techniques and technologies then-and-then to reach any
material.
Resource Sharing/
Inter-Library Loan
Due to high pricing and avoiding duplicity, a group of
libraries hiring one copy of any material and share among
others.
Scholarly Publishing To provide resources and expertise surrounding the
scholarly publication cycle.
CD/DVD Database Accompanying materials are provided as a different
material.
Audio-Video
Materials
Study lectures are providing here for using internal/
external users.
New Arrival Cover image of the newly arrived materials showed here.
Institute
Publications
Providing institute publication to aware ongoing trends
and future work.
E-Newsletter Updated library news was provided through this service
like- new services, new arrival, trial access, library
programmes, any changes etc.
CAS/ SDI Computer-based CAS/ SDI service provided here.
Previous Year
Question Paper
Digital copy of question papers is providing for internal/
external users.
Lab Computer lab facility provided here for accessing the
internet.
Downloads Various forms related to the library like- requisition,
leave form, duty exchange etc.
Library Blogs Details latest news were published here. An extension to
the e-newsletter.
IR Services Archiving resources of institute outputs/ acquired by the
library.
User Education New admitted users are showing how to use and access
library resources.
Liason Programmes This service is given to a particular group/ dept. for
guiding towards resources of their interest when required.
Useful Links Some useful library/ materials/ news links were given.
FAQ Frequently Asked Question gives the predefined answer
of the common question by users.
E-mail Server It maintains the e-mail communication for the particular
institute members only with a fixed domain name for
everyone.
Bookmark It saved the retrieved item for later use.
Database It provides information on packaged information
acquired by the institute.
Gateway It is a collection of web resources suggested by subject
specialists.
Bulletin Board It shares/ exchange the information over the network.
Union Catalogue A collection of resource gateway for more that one
library.
Ap
pli
cat
ion
Android App Application for using library services through android/
smartphones.
RSS Web feed for providing updating news automatically
after subscribing.
B
O
Integrated Library
Services
Various software is using for providing automated library
resource services.

T
H
Self Issue-Return The user can Issue-Return materials by self through
FRID system.
Research Support
Service
Various research supportive materials/ tools are
providing for scholarly outputs.
Ask a Librarian It is an extension of reference service where users can
communicate/ chat with the library professionals for any
help/ requirement.
Social Network Information can also provide through this and social
interactions also been made.
Table 2: Web-Based Library Services
Apart from these many other services can also be provided as and when required by the
users of that institute.
6. Knowledge Management Tools
The concept of KM is first coming out during the last decade of the 20th
century by the
business world to gain competitive advantages. Later it speared into other organisations
and development areas including Library and Information Science (LIS) field. Basically,
KM in libraries is a process of creating knowledge to distributing (Figure 2)[29]
to the
mass. After the 1950s, when management principles are applied to the LIS field full
framed, the main objective of the academic libraries is based on the collection
development and organise the resources according to the institute objectives. But later it
focused on the retrieval and use of the resources and for that, the service to the user
changed to used based services (Figure 3) [30]
.
Figure 2: KM Cycle Figure 3: Towards KM
Modern digital resources are quite diverse in nature. They are also scattered widely. So
various modern tools/ software are required for acquiring, managing and disseminating
this e-resource as well as traditional resources. Libraries are using both commercial and
open source tools for mapping of its resources. This article talked about the open source
tools mainly. Here some open source knowledge mapping tools are given with their
activities in libraries-
Software Activities
Library Integrated
Software
Manage library in-house operations like; accessioning,
cataloguing, circulation etc. (Koha, Evergreen etc.)
Digital Library Software Manage institutional repositories/ archive (DSpace, EPrints).
E-Resources
Management Software
Manage e-resource operations mainly. (Coral, Helibtech).
Reference Management
Software
Manage for mapping scholarly/ technical outputs. (BibDesk,
Zotero).
Guide To Research Mapping and guide resources according to subject/ dept. wise.

Software (Subjects Plus)
Discovery Software Manage of searching-retrieving of resources. (Vufind, Open-
Audit).
Blogs Mainly using for providing current news but, it can also be
used for other services. (Wordpress, Joomla).
Table 3: Open Source Resource Management Tools
Apart from that, many other tools are there for mapping and managing resources. Some
tools are available with paid version with different types of features.
6.1 Institutional Repositories as a KM Tool
The web technology has opened the new trends of sharing resources and the internet has
added the accessibility to any resource from anywhere and anytime. Nowadays archive/
repository is becoming a lead communication cycle among the scholar community. While
an archive raises the key upholds the institute’s intellectual outputs, side by side it meets
the crisis of scholarly output. An institutional repository is a storage space consists of
various single or multiple types of intellectual products in digital formats. There are many
software available for building institutional repositories[8]
. Some are open source and
some are proprietary. UNESCO has compared categorically of some well known IR
software to provide a guideline for the library professionals for choosing an IR for their
institute.[31]
6.2 Benefits and Barriers of IR
IR represents the digital collection of any institution. The contents may available full-text
or request based. Having an IR of an institution is very benefited to the students, scholars,
faculties of that institution. The following are some key benefits of IR-
 Provides the whole institutes' scholarly outputs in a single interface.
 Provides an overview of current trends in research of that institute.
 Digitally teaching methods and materials are provided to the large community.
 A literature search is gone easier and faster.
 Long term preservation.
 Disseminate and acquire of scholarly writings are gone faster.
 Accessing information is not limited to time, space and quantity.
 Collaborative and multidisciplinary works are possible.
Though it’s very lesser issue but, some barriers are also there of an IR. The following are
the barriers-
 Copyright to contents sometimes create conflicts between the institute and
publishers.
 Lack of technical as well as budgeting support at the back end.
 Lack of technical person for maintenance.
 Offline repositories are not accessible from outside and sometimes contents may
not found important for other institutes.
6.3 Key Benefited through IR
Through the IR system, many can be benefited directly or indirectly. A tree has given
below of the key benefited (Figure 4)[32]
-

Figure 4: Key Benefited Tree
6.4 Types of Contents for IR
Different types of materials can be stored in an IR. It depends upon the institute, what
type of material they want to archive. Here some types of materials are given below,
institute can deposit in their archive-
 Thesis/ Dissertations of scholars.
 Faculty publication.
 Video/ Audio lectures.
 Previous year question papers.
 Institutes purchased the software.
 Grey literature.
 Reports/ Meetings/ Committee papers.
 Pre-prints.
 Newsletters.
 News clippings.
 Conference/ Seminar publications.
 Event photographs.
Institute can archive many other things except these according to their policy and need.
6.5 Policy Frameworks for Building IR
While building an IR, institutes/ libraries must prepare some policy/ guidelines through
which it can archive materials as the contents are the outputs of individuals. Without a
proper policy, the institute may face some copyright and IPR issues. An IR policy
generally indicates that the institute/ library has taken a prior permission from the author
to archive it in their repository and giving access to other users. An institute/ library may
prepare different categories of policies like; collection policies, submission policies,
preservation policies, usage policies etc. Below some points are given which institutes
may remember while building an IR-
 Types of content and formats to be an archive in IR.
 From whom materials can be taken.
 The library’s/ institute’s rights and responsibilities
 Distribution license and privacy policy for access to other users (on campus/ off
campus and full text/ abstract).
 Free services or fee-based.
 Rights to withdraw or affix embargo policies.
 Submission fields required.
 Supported metadata standards.
 The authentication process for verifying submission etc.[34][35]

7. DSpace- A Tool for IR
DSpace is open source software for building IR. It is the most popular open source
software in the present scenario. It can archive any type of digital material in any format
like- word, pdf, image, video, datasets, software and much more. It was developed by
MIT Libraries Cambridge and HP Labs California and first introduced in 2002. At present
DuraSpace is maintaining the software and user community. The following link is very
helpful for aware about technical details of DSpace (http://www.dspace.org/techspecs).
7.1 Features of DSpace
The mainstream features of DSpace are-
 Simple to install and operate.
 It's free.
 Due to open source, it is fully customisable.
 Large user community for support.
 Up-to-dateness.
 Any institution can set it up.
 It supports any file format.
 Unicode facility etc.
7.2 Key Requirements for DSpace
Several packages are required for building a repositories using DSpace. These are-
 Storage space (server/ local storage).
 Operating System (UNIX-like/ Windows).
 Java JDK 5 or later.
 Apache Maven 2.0.8 or later.
 Apache Ant 1.6.2 or later.
 RDBMS (PostgreSQL 7.3 or later/ Oracle 9 or later).
 Tomcat 4 or later.
It also supports JSPUI and XMLUI interface with Open Archive Initiative Protocol for
Metadata Harvesting (OAI-PMH) with Metadata Encoding and Transmission Standard
(METS) packages for interoperable access[33]
.
7.3 Installation and Customisation of DSpace
DSpace is very user-friendly both while installing and customising. DSpace can be
installed both on Windows and Linux but, due to security reason, developers recommend
to install DSpace in Linux. Installing DSpace in Linux can be done through executing
some commands.However many well-reputed professionals have made ISO image file
where everything is already made through running some commands for easy installing,
just change it according to the institute requirements after installing.
There are many ISO files are available on the internet. One of them are given below-
 By D. P. Tripathi (http://www.dptripathi.in/download/dspacelive.iso).
There are many sites through which anyone can install DSpace by executing the
command step by step. Some well-known sites are given below-
 By Vimal Kumar (http://dspacegeek.blogspot.in/2016/03/installing-dspace-5x-
on-ubuntu-1404-lts.html)
 By D. P. Tripathi (http://www.dptripathi.in/open-source/dspace-repository-
software/)

 By V. K. Mishra (http://mishravk.com/dspace/)
 Installation Video (https://www.youtube.com/watch?v=6fWRStQz_X0)
DSpace can also be installed in windows. The following link will guide to install DSpace
step by step-
 http://dptripathi.in/manual/dspacewindows.pdf
Figure 5: DSpace Interface with Main Customisable Area [26]
The customisation is quite typical. It is a never-ending process and one of the most
important features of DSpace. One can build and represent anyhow they want. In Figure
4, the main customisable area is shown. Except those, many other things were there to
adjust from administration tools according to the need. The administrator should aware of
the file structure and some markup/ Javascript/ PHP and commands. Some links are given
below for dealing various issues of customisation-
 New User Training (http://www.dspace.org/new-user-training)
 Community (http://www.dspace.org/community)
 Blogs (http://www.dspace.org/jira)
 Other Resources (http://www.dspace.org/resources)
 Google Group (https://groups.google.com/forum/#!forum/dspace-tech)
 Vimal Kumar’s Blog (http://dspacegeek.blogspot.in/)
Except these many other online community/ groups/ individuals are there for support.
7.4 In-House Operations of DSpace
The in-house workflow is also very user-friendly. After completing the basic
customisation the DSpace interface will be ready for submitting the content. Below some
step by step content submitting process is given-
 Login to the DSpace account with the id-password.
 Create community and sub-community according to the need and institute/
document type.
 Go to my DSpace from login bar and start a new submission.
 Choose the collection type.
 Fill the metadata of that content.

 Fill the description of that content (keywords, abstract etc.).
 Upload the actual file into Dspace.
 Verify the submitted item details.
 Accept the distribution license, and
The submission is complete. The following links can help for submitting any content-
 From PDF file (https://nsrc.org/workshops/2012/nsrc-library-senegal/raw-
attachment/wiki/References/Submit_DSpace.pdf)
 From video (https://www.youtube.com/watch?v=ewVSYaMItJo)
8. Conclusion
Providing service to its users is the most important activities of any library. Academic
libraries are one of the types of the library where a variety of services are provided.
Sometimes readymade services and sometimes user based or demand based. Modern
technologies are extended these services beyond the library wall. WWW is the most
revolutionary invent of today’s age. Libraries are also acting as one of the benefited
organisations of WWW. Various web-based library services are the true example of this.
IR and DSpace as a tool for IM is one of the recent initiatives institutes/ libraries are
taking for upholding their resources not only to their users but it represents the nation’s
intellectual output to the global community. It avoids both acquiring of duplicate
resources and resolves the low budgeting problem in this inflation situation especially in
developing country like India. Resource sharing, inter library loan these are some concept
through it alternate resources can acquire by the library. IR is playing as the resource
sharing concept, though it is not a collaborative action or package subscription materials.
Figure 6: NDL Interface (https://ndl.iitkgp.ac.in/)
Recently Ministry of Human Resource Development (MHRD), Govt. of India taking
many Digital India initiatives for serving the nation digitally. National Digital Library
(NDL) is one of the tremendous examples of the nation’s repository. It is a pilot project of
MHRD to prepare and represent a national archive in a single interface hosted by IIT
Kharagpur. They encourage all the institutes/ organisations/ universities to build an IR.
They also providing support, hands-on training, and materials for building IR. After
successfully building an IR they harvest the metadata and create links to their NDL site
through which they redirecting any seeker of information to the particular institute IR.
NDL providing study materials from primary level to higher education.
Through these various services, libraries are expressing and indicating their status
globally that libraries are not that traditional places where it limited to issue-return of

books and librarians are acting as a protector. Now libraries are one of the valuable
service sectors of the society and librarians are performing as a service provider.
9. Acknowledgement
The authors are sincerely thankful to Mr. Vinod Kumar Mishra, Assistant Librarian, NIT,
Rourkela for his valuable tips on DSpace.
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